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04-423 Citizen Participation RESOLUTION NO. 04- 1')3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN, SETTING FORTH CERTAIN FINDINGS AND PURPOSES: PROVIDING FOR THE ADOPTION OF THE IDAHO COMMUNITY DEVELOPMENT BLOCK GRANT(ICDBG) CITIZEN PARTICIPATION PLAN FOR THE CITY OF MERIDIAN. WHEREAS, the Mayor and Council have the authority [pursuant to I.C. § 50- 302] to establish resolutions not inconsistent with the laws of the state ofTdaho as may be expedient, in addition to the special powers therein granted, to maintain the peace, good government and welfare of the corporation and its trade. commerce ancl industry; and WHEREAS, the Mayor and Council have dccmed it expedient alld in the best interests of the City of Meridian to adopt citizen participation in connection with ldaho Community Displacement Block Grants for the City of Meridian. BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: l. Pursuant to citizen participation requirements for ICDBG participants, the City of Meridian certifies the following activities will be completed. Grantees shall: l. Provide for and encourage citizen participation, particularly for low and moderate income persons who reside in slum or blighted areas and areas in which ICDBG funds are proposed to be used. 2. Provide technical assistance to groups representative of low and moderate income persons that request assistance in developing proposals in accordance with procedures developed by the departmcnt. Such assist,ll1ce need not include providing funds to such groups. This process shall include: A. Reasonable and timely access to local meetings, infmmaLion and records pertaining to the local governments proposed and actual use 01' ICDBG funds; B. A minimum of two (2) public hearings. each at a clitTcrent stage 01' the program, for the purpose of obtaining citizen's views. The first public hearing shall include a description of the proposed project, scope of work, budget, schedule, location, beneficiaries, and objectives. Idaho Commul1lty Development Block Grant (ICDBG) Citizen Participation Plan Page 1 of 4 Any earned program income must also be noted. The application, related documents, and the Application Handhook shall be available for citizens to review. The second public hearing on the status of funded activities, shall at a minimum, include: a review of project activities and accomplishments to date, a general description of remaining work, and a general description of changes made to the ICDBG project scope of work, budget, schedule, location or beneficiaries. Public hearings shall be conducted at times a nd locations convenient to potential and actual beneficiaries. Public hearings shan be advertised in a local newspaper no less than seven (7) twenty-four (24) hour days prior to the hearing date. If there is no local newspaper, public notification will occur through some other method where there is wide distribution to citizens within the project area. This method must be approved by the community development staff. A copy of the publication and/or affidavit of publication shall be submitted to the departmcnt. The notice should identi fy all of the topics to be addressed in the public hearing including the assurances tlwt hcarings shall be held in facilities that are accessible to all citizens ,md that alternative forn1ats shall be available to persons with disabilities where practicable, and with advance notice to the unit of local government. Citizens shall also be notified they will be given the opportunity to comment orally or in writing within five (5) twenty four (24) hour days of the hearing. Special accommodations shall be available for persons with disabilities who may wish to comment within the fïve (5) day period. Public hearings shall be conducted in a manner to meet the needs of non- English speaking residents where a significant number of non-English speaking residents can be expected to participate. 2. Local citizen p31iicipation records which shall be made available to the state and local citizens shall include: A copy of the public notice and/or affidavit ofpublication which describes proposed or actual project activities, scope of work, location., budget, schedule, objectives, and beneficiaries. Noticcs shall also contain the accessible criteria for persons with disabilities. 3. Public hearing procedures shall also be used in the event lCDBG project activities were added, deleted or substantially changed from the application. Substantially changed means changes made in terms of purpose, scope, location or beneficiaries as defined by the ICDBG program. idaho Community Development Block Grant (lCDBG) Citizen Participation Plan Page 2 of 4 4. Citizens attending public hearings must be provided with the name and address 0 f: a )The p erson( s) authorized tor eceive and respond to citizens p roposaJs, questions, and complaints conceming proposed or funded activities and b)The person(s) that will be available to provide technical assistance to groups representative of persons of low and moderate income and have questions or concerns regarding the use of ICDBG funds. 5. Local staff shaH be trained to provide citizens with complaint procedures. These procedures shall provide citizens with the opportunity to protest project activities or related issues. A written complaint or grievance is fOn11al notitlcation of a conceill. allegation or protest to a proper authority. A formal complaint will be considered tiled at the time it is delivered to the appropriate authority's office. 6. In order to file a complaint, citizens must provide enough information to permit an investigation. The complaint should be clear and concise and include: A. Identification of the project, project location, and program activities. B. Reason for the complaint (hearsay and innuendo will not be considered valid). c. Sufficient data to substantiate any claims or charges. supporting documentation should be included. If possible, D. If desired, citizens may propose a solution to the problem. If the complaint is directed at local activities or project implementation, complaints and grievances shall first be filed with the appropriate elected offlcial If this is the case, grantees shall be required to notify the department of the complaint. A copy of the response shall also be submitted to the department. Every attempt shan be made to respond to citizens with fi neen (15) days where practicable. 7. If the citizen feels the response from the local jurisdiction is unsatisfactory, hc or she may appeal to the department for resolution. Additional information may be requested by the department at that time. Every effort win be made by the depm1ment to provide a full response within thirty (30) days. 8. If valid and sufficient data has been provided to substantiate the complaint, an investigation will be conducted. The extent of an investigation depends on the scope and depth of the issues involved. Some investigations may include examining a set of circumstances, others may involve examining local policies and practices. 9. If the complaint is more appropriately directed toward ICDBG program activities, the same procedure will be followed except all communications are between the state and the complainant. ldaho Community Development Block Grant (lCDBG) Citizen Participalion Plan Page 3 of 4 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL as follows: 1. EFFECTIVE DATE. This Resolution shall be j n flllJ force and effect immediately upon passage. PASSED BY JHE COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this 17~ day of ßf;~..5 ,2004 - APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this 171!- day of h6rt.íCV\.:J-- ,2004. - ATTEST: Z',W",'k\.W.\1èodl","M"'¡dl,,, 15360M\R"ol,"I"" CIty lloll\"JO4\IJ,h"C:"mmO"BlockG""IC,"I/c"PmtlCp,LPI",, R" 01 12 04 do, Idaho Community Development Block Grant (ICDBG) Citizen PartJc¡pation Plan Page 4 of 4 CERTIFICA TE OF CLERK OF THE CITY OF MERIDIAN I, the undersigned, do hereby certify: 1. That I am the duly appointed and elected Clerk of the City of Meridian, a duly incorporated City operating under the laws of the State of Idaho, with its principal office at 33 East Idaho, Meridian, Idaho. 2. That as the City Clerk of this City, I am the custodian of its records and minutes and do hereby certify that on the 17'1'3 day of /it6rt.<4A.(-: 2004, the following action has been taken and authorized: A RESOLUTION OF THE CITY COL'NCIL OF THE CITY OF MERIDIAN, SETTING FORTH CERTAIN FINDINGS AND PURPOSES; PROVIDING FOR THE ADOPTION OF THE IDAHO COM:YIUNITY DEVELOPMENT BLOCK GRANT(ICDBG) CITIZEN PARTICIPATION PLAN FOR THE CITY OF MERIDIAN. WHEREAS, the Mayor and Council have the authority [pursuant to I.C ~ 50-302J to establish resolutions not inconsistent with the laws of the state of Idaho as may be expedient, in addition to the special powers therein granted, to maintain the peace, good govel11ment and welfare of the corporation and its trade, commerce and industry; and WHEREAS, the Mayor and Council have deemed it expedient and in the best interests of the City of Meridian to adopt citizen participation in connection with Idaho Community Displacement Block Grants for the City of Meridian. BE IT RESOL VED BY THE MAYOR AND COUNCIL OF THE CITY OF MERIDIAN, IDAHO: I. Pursuant to citizen participation requirements for ICDBG participants, the City of Meridian certifies the following activities will be completed. Grantees shall: Provide for and encourage citizen participalion. particularly fOr low and moderate income persons who reside in slum or blighted areas and areas in which ICDBG funds are proposed to be used. 2. Provide technical assistance to groups representative of low and moderate incomc CERTIFICATE OF CLERK OF THE CITY OF MERIDIAN Page 1 of 4 persons that request assistance in developing proposals in accordance with procedures developed by the department. Such assistance need not include providing funds to such groups. This process shall include: A. Reasonable and timely access to local meetings, infonnation and records pertaining to the local governments proposed and actual use oflCDBG funds; B. A minimum of two (2) public hearings, each a tad ifferent stage 0 [t he program, for the purpose of obtaining citizen's views. The first public hearing shall include a description ofthe proposed project, scope of work, budget, schedule, location, beneficiaries, and objectives. Any eamed program income must also be noted. The application, related documents, and the i!PIJ!iCIIlio/i Handbook shall be available for citizens to review. The second public hearing on the status of funded activities, shall at a minimum, include: a review of project activities and accomplishments to date, a general description of remaining work, and a general description of changes made to the lCDBG project scope of work, budget, schedule, location or beneficiaries. Public hearings shall be conducted at times and locations convenient to potential and actual beneficiaries. Public hearings shall be advertised in a local newspaper no less than seven (7) twenty-four (24) hour days prior to the hearing date. Ifthere is no loca! newspaper, public notification will occur through some other method where there is wide distribution to citizens within the project area. This method must be approved by the community development staff. A copy of the publication and/or atìidavit of publication shan be submitted to the department. The notice should identify all of the topics to be addressed in the public hearing including the assurances that hearings shall be held in facilities that are accessible to all citizens and that altemative formats shall be available Lo persons with disabilities where practicable, and with advance notice to the unit ot' local govemment. Citizens shall also be notified they will be given the opportunity to comment oraJly or in writing within five (5) twenty four (24) hour days ot'the hearing. Special accommodations shall be available for persons with disabilities who may wish to comment within the five (5) day period. Public hearings shall be conducted in a manner to meet the needs of non- English speaking residents where a significant number of non-English speaking residents can CERTIFICATE OF CLERK OF THE CITY OF MERIDIAN Page 2 of 4 be expected to participate. 2. Local citizen participation records which shall be made available to the stale and local citizens shall include: A copy of the public notice and/or affidavit of publication which describes proposed or actual project activities, scope of work, location., budget, schedule, objectives, and beneficiaries. Notices shall also contain the accessible criteria for persons with disabilities. 3. Public hearing procedures shall also be used in the event ICDBG project activities were added, deleted or substantially changed from the application. Substantially changed means changes made in tenns of purpose, scope, location or beneficiaries as defined by the ICDBG program. 4. Citizens attending public hearings must be provided with the name and address of: a)The person(s) authorized to receive and respond to citizens proposals, questions, and complaints concerning proposed or funded activities and b)The person(s) that will be available to provide technical assistance to groups representative of persons of low and moderate income and have questions or concerns regardll1g the use 01' ICDBG funds. 5. Local staff shall be trained to provide citizens with complaint procedures. These procedures shall provide citizens with the opportunity to protest project activiÜes or related issues. A written complaint or grievance is formal notification ofa concem, allegation or protest to a proper authority. A fonnal complaint will be considered filed at the time it is delivered to the appropriate authority's office. 6. In order to file a complaint, citizens must provide enough information to permit an investigation. The complaint should be clear and concise and include: A. Identification of the project, project location, and program activities. B. Reason for the complaint (hearsay and innuendo will not be considered valid). c. Sufficient data to substantiate any claims or charges. documentation should be included. If possible, supporting D. [I' desired, citizens may propose a solution to the problem. If the complaint is directed at local activities or project implementation, complaints alld grievances shall first be filed with the appropriate elected official. lfthis is the case, grantees shall be required to notify the department ofthe complaint. A copy a I' the response shall also be submitted to the department. Every attempt shall be made to respond to citizens with fifteen (15) days where practicable. 7. If the citizen feels the response from the localjurisdiction is unsatisfactory, he or she may appeal to the department for resolution. Additional infonnation may be requested by the department CERTIFICATE OF CLERK OF THE CITY OF MERIDIAN Page 3 of 4 at that time. Every effort will be made by the department to provide a full response within thirty (30) days 8. If valid and sufficient data has been provided to substantiate the complaint, an investigation will be conducted. The extent of an investigation depends on the scope and depth of the issues involved. Some investigations may inc1ude examining a set of circumstances, others may involve examining local policies and practices. 9. If the complaint is more appropriately directed toward ¡CDBG program activities, the same procedure wil1 be followed except all communications are between the state and the complainant. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL as follows: EFFECTIVE DATE. ss upon passage. STATE OF IDAHO, ) County of Ada, On this ~ day of ::¡'cb......q","v, in the year 2004, before me, a Notary Public, appeared WILLIAM G. BERG, JR., known or ickntified to me to be the City Clerk of the City of Meridian, Idaho, that executed the said instrument, and acknowledged to mc that he executed the same on behalf of the Cit¡, of Meridian. ."."" """" ..., Ci. L. SA- eee. "~r;:'> .....<"1./:,;. ee 'SEA.L) !...'r "". ø '1-\ \ II: OTA~'- ~ * 'i' J.- \,. ~ otary ublic for Idaho \ \" _._~. i 0 ission EXPires.:...-... ði/f.. ()k7 ~ ~UB~ $ / \~~ o~ u eee.~ ""_0 ..of- ~~. ; ~~~ mr~ .' c\W,"k\M\Mmdi""\M":rw... ~JØIil\IM"""~'" City I ,""\2( ()4\ld,hoCommO"BlockG""tCn """""" CERTIFICATE OF CLERK OF THE CITY OF MERIDIAN Page 4 of 4 RECEIVED FEB 1 3201J1t City OfMeødian City CIerk.¡pffice :;: